Maintaining current updated Versions of your Content in 4U is important because it assures advisors always have the most recent, relevant information available at their fingertips on 4U Engage. Maintaining your Content has just become much easier with Bulk Upload.

Watch a full video demo here!

Important: the video notes that you cannot modify the Provider Reference Code with the process. An enhancement has been released and you can now update the Provider Reference Code as you would make any other updates.

Note: This is available for broad use, but access will be granted by request. If you would like to use this feature, please contact our Support Team.

1. Filter for the appropriate group of Fact Sheets that needs updating and export. Be sure to choose "Export for Bulk Upload".

2. After exporting, use the excel tools to create your final list of Content records to be updated. (Use Delete to delete the rows that you will NOT be updating)

3. The file is exported as a CSV file - be sure to save as a CSV UTF-8(Comma delimited)(*.csv) file

All the current information in the Content Format Fields will be exported to the file. If there are updates to any of the Content Format Fields, make them in this spreadsheet. For example, the new version likely has an updated expiration date. Make that change here.

Complete the blank fields in the spreadsheet as follows:

In Manage tab choose Bulk Upload

Choose Add New Bulk Upload

Choose Content

Select replacement files (New Versions) for upload, including FINRA letters, by selecting Choose a File. Select Choose a File as many time as necessary to find and select all files needed.

Once all files have been selected and you see them on the right side under Attachment(s), click Upload. The files will upload and you will receive a message when the upload is complete.

The file will automatically check for accuracy and, if errors exist, a message will be displayed. To review errors, choose Download Error Report.

The error report is an Excel spreadsheet that plays back the upload spreadsheet, and the errors are reported in Column V.

Best Practice Tip: If there are multiple errors for a line item, the error report automatically starts each error on it's own line, but the column must be formatted to Wrap Text and the cells then expand.

Warnings

1 - Provider Ref Code that is provided matches existing document in the system but the Replacement Version value is No.

Errors

1 - file_name is not provided

2 - provider_ref_code is not provided

3 - replacement_version is not provided

4 - content_title is not provided

5 - content_format is not provided

6 - product_department is not provided

7 - rp/approver_name is not provided

8 - content_expiration is not provided

9 - intended_audience is not provided

10 - finra_filing is not provided.

11 - finra_code is not provided.

12 - reason_for_no_finra_letter is not provided.

13 - finra_letter is not provided.

14 - finra_document is not provided

15 - material_changes is not provided

16 - nonmaterial_changes is not provided

17 - finra_document is not found in uploaded documents

18 - provider_ref_code does not match an existing document in the system.

19 - finra_filing value is "Yes" but reason_for_no_finra_letter is provided.

20 - finra_filing value is "No" but finra_document and/or finra_code are provided.

21 - replacement_version is "No" but material_changes and/or nonmaterial_changes are provided.

22 - material_changes is "No" but nonmaterial_changes is provided.

Take corrective action in the CSV file (not the error report), save changes and reattach the CSV file. Choose Delete and then choose the updated file and wait for confirmation the records are ready for upload.

When no errors exist, the file will indicate that it is ready for upload

Choose Upload to process

IMPORTANT: If you need to step away from the Bulk Upload and you want to work on it at a later time, simply choose Save as Draft.

Once all the files are uploaded, previews of each are generated for review. If changes are needed, choose Back to previous step. If no changes are needed, choose Submit.

The Bulk Upload will be given a Title and will first indicate Processing, and then indicate Completed.

The Content History will show New Versions added for all Content updated via the Bulk Upload process

💡 Version Details

For both Material changes and Non-material changes, once Submitted, the New Version will automatically replace the prior version unless the prior version has already been APPROVED.

If the Prior Version has already been APPROVED, the New Version will inherit the Approval Code if the changes meet the Partner's rules for not requiring a re-review.

If a re-review is required, an Approval Request will be generated and will be in the Not Submitted or Pending Custom Version status. Be certain to Submit the Approval request. The New Version will only replace the Previous Version after it has been reviewed and APPROVED with a new Approval Code.

Bulk functionality is also available to add NEW Content to 4U. Click here for full instructions!